May 8, 2012 City Commission Meeting

Announcements

• Hornbeck Theater 60th Anniversary: A special presentation celebrating the 60th anniversary of the Hornbeck Theater will be held on 📅 Tuesday, July 10th, 2007. Doors open at 6:30 PM, with the presentation starting at 7:00 PM. The Mayor proclaimed July 10th, 2007, as Hornbeck Theater Day in Shawnee.
• IFYR Rodeo: The 15th annual IFYR Rodeo, a designated Oklahoma Centennial event, begins on 📅 Monday, July 2nd, 2007. The Governor is expected to attend Monday to recognize the hundreds of volunteers who make the event possible.
• Red, White, and Blue Celebration: The city's Red, White, and Blue Celebration is scheduled for 📅 Wednesday night, July 4th, 2007.
• Water Tap Fee Rebates: Rebates for increased water tap fees will be processed and distributed within the next four weeks. Citizens are advised not to show up immediately for refunds.
• Building and Fire Codes Work Session: The work session regarding building and fire codes has been rescheduled from July 23rd to 📅 Monday, July 30th, 2007.
• Emergency Management Update:
  • A Presidential disaster declaration was received for the early May flooding, primarily for public infrastructure damage. FEMA inspectors will meet on 📅 Tuesday, July 3rd, 2007, to begin the reimbursement process for affected city sites.
  • For the recent flooding on 📅 Tuesday, June 26th, 2007, which saw 5.5 to 7 inches of rain in 3 hours, a preliminary damage assessment team from FEMA and the Small Business Administration is currently evaluating damages.
  • Affected properties include 17 businesses, 3 school districts, 3 structures in McLoud, 1 in Prague, 26 in Konawa, and 157 in the Shawnee area.
  • Citizens who experienced damage are advised to keep thorough records, including pictures and cost lists for cleanup.
  • A federal declaration is anticipated by the end of the week or early next week. If declared, a local registration facility and a phone registration number will be publicized via local media and Channel 30.
  • Immediate assistance for unmet needs is available through the Red Cross or the Emergency Management office.

Key Decisions & Votes

Consent Agenda Items

• D1: Contract with School District (Interlocal Agreement)
  • Discussion centered on unclear language in paragraph 7 regarding administrative authority and outdated contract dates (July 1, 2006 – June 30, 2007). Concerns were raised about the lack of reciprocal obligations for the school district in the agreement.
  • Outcome: ➡️ Deferred to the next meeting for review and clarification of the contract language and dates.
• D3: Contract with School District (Superintendent Gender Wording)
  • The contract contained gender-specific language ("her") when referring to the superintendent, which needed to be updated for neutrality.
  • Outcome: ✅ Approved with a wording change to be gender-neutral (e.g., "him/her/them").
• G: Contract with SECDA (Shawnee Economic Development Corporation Authority)
  • Issues were identified with incorrect titles for administering the contract (General Manager of the Trust Estate vs. Operations Manager) and contradictory statements in paragraphs 2 and 6 regarding the allocation of funds for employee salaries versus annual contributions.
  • Outcome: ➡️ Deferred to the next meeting for clarification on administrative titles and the precise language regarding funding allocation.
• K3: Request for Speed Limit Sign on Penny Street
  • Following a previous 3-3 vote by the Traffic Commission (with one abstention due to procedural confusion), the Council discussed the need for a speed limit sign on Penny Street, a residential collector street where drivers tend to exceed the unposted residential speed limit.
  • Outcome: ✅ Approved the installation of a speed limit sign on Penny Street.

Resolution Directing Rebate of Water Tap and Meter Fees (Ordinance 2289 NS)

• The Council considered a resolution to rebate fees collected under Ordinance 2289 NS, which had increased water tap and meter fees. It was noted that the previous fee increase was arbitrary, lacking a true cost analysis or impact study.
• Outcome: ✅ Approved the resolution to rebate the increased fees to the original permit applicants. The city will seek outside firms to conduct a proper rate study and impact fee analysis for future adjustments.

Authorizing Emergency Replacement of Sewer Line on Dewey Street

• An emergency situation was reported where the sewer line on Dewey Street was compromised across three blocks, causing street cave-ins and residential sewer problems.
• Outcome: ✅ Authorized the emergency replacement of the sewer line. The city will reallocate funds from existing pipe bursting, manhole rehab, and private sewer line replacement budgets and apply for federal emergency aid to recoup costs.

Discuss and Consider Method and Options to Remove City from Involvement in Leases on School Land Commission Property at Shawnee Twin Lakes

• The Council discussed a strategy to transition 28 existing leases on School Land Commission property at Shawnee Twin Lakes from city oversight to direct leases with the School Land Commission. The goal is to align all lease expiration dates to 2010. Concerns were raised about potential significant lease rate increases by the School Land Commission (from $660/year to $1,500-$2,000) and the possibility of new development on currently undeveloped tracts, which could impact the lake's water source, potentially conflicting with a previous city ordinance.
• Outcome: ✅ Approved a motion to renew existing leases with terms expiring in 2010 to bring all leases onto the same cycle. This decision does not confirm the city's complete withdrawal as a middleman but sets the stage for future re-evaluation.

Resolution Renaming Stonehenge Park to Glenn Collins Memorial Park and Setting Hours

• The Council considered renaming Stonehenge Park and clarifying its operating hours. The change in hours aims to provide a clear, fixed closing time (e.g., 9:00 PM) for easier enforcement by staff and police, replacing the ambiguous "30 minutes after dusk."
• Outcome: ✅ Approved the resolution to rename Stonehenge Park to Glenn Collins Memorial Park and set fixed hours of operation.

Resolution Amending Hours at Isaac Walton Park at Shawnee Lake

• Similar to the previous item, the Council sought to amend the operating hours for clarity and consistency.
• Outcome: ✅ Approved the resolution to amend the hours at Isaac Walton Park.

Consider Bids for Remodeling Old Jail and Office Area (Police Department)

• The Council reviewed bids for the remodeling of the old jail and office area within the Police Department, including electrical work. Only one bid was received.
• Outcome: ✅ Approved the bid from Omega Construction Services for $288,000. Work will commence after the HVAC system is completed and the jail area is cleared.

Bids for South Gordon Cooper 12-inch Waterline Installation

• The Council opened five bids for the installation of a 12-inch waterline on South Gordon Cooper, running from the bridge south to Hardesty Road. This project was authorized in a previous budget but delayed. Approximately $188,000 was rolled over for this project.
• Outcome: ➡️ Referred to staff for review of the bids and confirmation of funding availability.

Financial Matters 💰

• Water Tap and Meter Fees Rebate: The Council approved a rebate of nearly $31,000 to 23 developers who paid increased water tap and meter fees under Ordinance 2289 NS. The city plans to engage outside consultants for a comprehensive rate study and impact fee analysis to establish justifiable fees in the future.
• Emergency Sewer Line Replacement: Funds for the emergency replacement of the Dewey Street sewer line will be reallocated from existing budgets for pipe bursting, manhole rehabilitation, and private sewer line replacement. The city is also seeking federal emergency aid to recover these costs.
• Police Department Remodeling: A bid of $288,000 from Omega Construction Services was approved for the remodeling of the old jail and office areas within the Police Department.
• Gordon Cooper Waterline Installation: The lowest bid received for this project was $256,800. The project has $188,000 rolled over from previous budgets, and staff will review bids and funding.

Public Comments

• James Graham (37th Street): Mr. Graham reported experiencing 14 floods in 12 years, with the most recent causing 14 inches of water in his garage and destroying $1,100 worth of wood. He highlighted the impact on his neighbors, including a 76-year-old and a 71-year-old whose portable building was shifted and contents ruined, and another neighbor undergoing chemo whose yard was flooded with raw sewage. He attributed the problem to a 3-foot diameter culvert at the back of his lot and suggested widening it as an interim solution.
• Scott Warren (Willbrook): Mr. Warren advocated for the development of a sports complex and increased soccer opportunities in Shawnee. He referenced a regional soccer tournament in Moore, which features 16 full-size, lit fields, as an example of successful sports tourism. He noted that 400 children signed up for spring soccer, with more expected for the fall season, emphasizing the demand for facilities. He offered to meet with commissioners to discuss the Sports Complex and soccer initiatives further.

Agenda Summary Table